Administrative and Operations Coordinator

FTE: 100%

The Department of Pediatrics, Division of Gastroenterology, Hepatology and Nutrition and the Stanford Medicine Children's Health Center for Inflammatory Bowel Disease (IBD) and Celiac Disease are seeking a highly motivated and proactive Administrative and Operations Coordinator (Administrative Associate 3). This role involves working directly with the Faculty Director, Michael J. Rosen, MD, MSCI, and Program Director, Ashley Dunn, MPH, to provide high-level administrative and analytical support to the Center. The incumbent must be a self-starter who thrives in dynamic, fast-paced environments, is eager to take initiative, and consistently demonstrates accountability and ownership over tasks and responsibilities.

The incumbent will oversee the coordination of high-level committee meetings, lead the organization of the Center's quarterly Research Seminar Series featuring nationally recognized speakers, and lead the planning and execution of core initiatives, including community engagement events, continuing medical education programs, Center retreats, and strategic academic and clinical planning meetings. Additionally, the role entails independently managing the Faculty Director's calendar, coordinating high-profile faculty recruitment efforts, overseeing complex financial transactions-including honoraria and reimbursements-and maintaining key administrative operations. The incumbent will also manage content across multiple websites and social media platforms, and support the preparation and submission of grant-related materials, such as NIH Biosketches and Other Support.

The ideal candidate will demonstrate exceptional organizational and communication skills, with a strong capacity for professional discretion and handling sensitive information. They should have proven experience in managing complex administrative tasks, solving operational issues, and applying analytical skills to develop and implement process improvements. Experience with financial transactions, website and social media management, and proficiency in data analysis and report preparation are also essential. The candidate must be adept at managing multiple priorities and collaborating effectively with diverse stakeholders, including faculty, staff, and external organizations. A willingness to adapt to shifting priorities and independently initiate new processes or improvements is essential.

Joining our team offers a unique opportunity to contribute to leading-edge research and innovative patient care initiatives. The Administrative and Operations Coordinator will work with top faculty, engage with national leaders, and play a crucial role in advancing the mission of transforming the care of children with IBD and celiac disease. If you are organized, proactive, and passionate about making a difference, we encourage you to apply! Please submit your resume and a cover letter for consideration.

The Stanford Medicine Children's Health Center for IBD and Celiac Disease comprises a group of pediatric gastroenterologists and health care specialists focused on delivering the highest quality care for children. Our Center is a dynamic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles. The goal of our center is to provide expertise in the diagnosis and management of IBD & Celiac Disease. As guided by the best available scientific evidence to enhance long-term health and quality-of-life, we seek to engage patients and families to participate in tailoring and maintaining a personalized therapy plan. Currently, we care for more than 700 pediatric IBD & Celiac patients from the Bay area, including Northern and Central Valley California, and surrounding states. Our outpatient office locations include: Palo Alto, San Francisco, Walnut Creek, San Jose, and multiple other satellite clinics.

Duties include:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
• • Other duties may also be assigned

Stanford University provides pay ranges representing its good faith estimate of what the University reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs. The pay range for this position working in the California Bay area is $39.20 to $45.56 hourly

Qualifications:

DESIRED QUALIFICATIONS:

• Prior experience in editing papers and has excellent communication - written, verbal and interpersonal.
• Prior experience in handling confidential information with tact and discretion; demonstrated ability to exercise good judgment, identify problems, and seek appropriate resolutions.
• Demonstrated ability to take initiative.
• Demonstrated strong administrative skill and prior experience in working with administrative policies and procedures.
• Prior experience in working on projects to meet tight deadlines and last minute requests efficiently and accurately.
• Prior experience working in an academic clinical setting.
• Demonstrated strong interpersonal skill and diplomacy and ability to interact with members from various levels of an organization.
• Prior experience working with a diverse population from all level.
• Demonstrated strong problem-solving skills.
• Careful attention to detail.

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and four years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions

CERTIFICATIONS & LICENSES:

None

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.
• • Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

WORKING CONDITIONS:

• General office environment.
• Travel to/from locations across campus.